Assistant to the Chair

Job Summary:

Jobs in this career family provide general business operations of the organization or a combination of operational responsibilities covering multiple career families. Functions include institutional research, statistical analysis, policy development and review, strategic planning and broad unit business operations such as parking and transportation services, risk management, childcare services, real estate and property management, retail services or job responsibilities that combine fiscal, HR and operational management responsibilities.

Intermediate-level:

Professionals at the intermediate level are responsible for exercising discretion, analytical skill, personal accountability and responsibility in a wide range of areas including academic, administrative, managerial and student services functions. Work involves creating, integrating, applying and sharing knowledge directly related to a professional field.

At the intermediate level, duties may be more limited in scope and are performed with guidance and direction from other professionals.

Senior-level:

Senior Professionals are responsible for exercising discretion, analytical skill, personal accountability, and responsibility in a wide range of areas including academic, administrative, managerial and student services functions. Work involves creating, integrating, applying, and sharing knowledge directly related to a professional field. Work is performed fully independently.

Nature of Work: The Department of Surgery (DOS) is seeking a Business Services Senior Professional (BSSP) to provide high-level, independently functioning support of business processes and functions of the Office of the Chair of the Department of Surgery and may provide direct support to the DOS Chair / Director of the University of Colorado Cancer Center (UCCC) for all clinical, educational, and research responsibilities essential to that dual appointment.

This position collaborates with the UCCC to ensure continuity of Chair/Director duties between both units. The BSSP manages operational, fiscal, and educational tasks in an independent manner with discretion, and interacts with both internal and external stakeholders as well as hospital partners. This position acts as a leader to personnel in executive/administrative support roles across the department and its divisions.

Key Responsibilities:

General Operational Management: 60%

• Oversee the Chair's schedule - this task, more than any other, is critical to the Chair's effectiveness. This position must be intimately involved in the day-to-day use of the Chair's time while keeping in mind all specific directions given by the Chair and must be able to prioritize appointment requests. This individuals acts as a personal representative of the Chair for contacts within the Department whether in person, on the phone, or via electronic or written means.
• Oversee the Chair's business-related travel - this includes preparing itineraries, making reservations, solving travel challenges and processing reimbursement and travel expenses in a timely manner.
• Provide support for the preparation of conferences, presentations, speeches, meetings, and training sessions, including faculty meetings.
• Assist Chair in preparing agenda for meetings and take and distribute minutes.
• Assist Chair in securing supporting documentation for faculty promotions.
• Create and oversee budgets for special events sponsored by the Department, including named lectureships, residency change party, and holiday party.
• Provide administrative and travel support for visiting job candidates, speakers, and visitors to the Department.
• Review, edit, and suggest modifications regarding correspondence required by the Chair as appropriate ensuring the highest level of consistent quality.
• Work professionally and cordially with Administrative staff to ensure coverage of the Chair's directives and assignments.
• Coordinates the clinical schedule and activities of the Chair (SOM, UCH, affiliated hospitals and organizations, and referring physicians).
• Supports the DOS Chair / UCCC Director, including calendaring, coordinating all meeting, conference, and travel arrangements locally, nationally, and internationally, reconciling expenses in Concur, and developing agendas for bi-monthly DOS faculty and leadership meetings and providing minutes.
• Manages monthly meetings with administrative assistants within Divisions and with new administrative employees to orient them to the department.
• Strategic Plan implementation: Collaborates on special tasks for the strategic plan and initiatives for the Department of Surgery.

Project Management: 20%

• Assist in special projects and initiatives for the department

Communications: 20%

• Develop and maintain departmental communication.
• Assists with communications on behalf of the Chair
• Strategize in coordination with Department leadership on the most effective ways to manage the department's communication strategies (including updating the departmental website).
• Performs other duties as assigned.

Work Location:

Onsite - this role is expected to work onsite and is located in Aurora, CO.

Why Join Us:

Join the University of Colorado's Department of Surgery, a hub of surgical excellence and groundbreaking research. Our team of distinguished surgeons and researchers is renowned for their contributions both nationally and internationally, pushing the boundaries of medicine through innovation, cutting-edge devices, and advanced procedures. With top-tier NIH funding and a relentless pursuit of new treatments and technologies, we are dedicated to enhancing patient outcomes. Be part of a dynamic environment where your work makes a meaningful impact on lives every day

Why work for the University?

We have AMAZING benefits and offer exceptional amounts of holiday, vacation and sick leave! The University of Colorado offers an excellent benefits package including:

• Medical: Multiple plan options
• Dental: Multiple plan options
• Additional Insurance: Disability, Life, Vision
• Retirement 401(a) Plan: Employer contributes 10% of your gross pay
• Paid Time Off: Accruals over the year
• Vacation Days: 22/year (maximum accrual 352 hours)
• Sick Days: 15/year (unlimited maximum accrual)
• Holiday Days: 10/year
• Tuition Benefit: Employees have access to this benefit on all CU campuses
• ECO Pass: Reduced rate RTD Bus and light rail service

There are many additional perks & programs with the CU Advantage.

Diversity and Equity:

The University of Colorado Anschutz Medical Campus is committed to recruiting and supporting a diverse student body, faculty and administrative staff. The university strives to promote a culture of inclusiveness, respect, communication and understanding. We encourage applications from women, ethnically minoritized individuals, persons with disabilities, persons within the LGBTQ+ community and all veterans. In addition, the Anschutz Campus has also been recognized as an Age-Friendly University. The University of Colorado is committed to diversity and equality in education and employment.

Qualifications:

Minimum Qualifications:

Intermediate Professional Level:

• A bachelor's degree in business, business administration, finance, accounting, education, social sciences, healthcare administration, public administration, communications, information systems, or a directly related field from an accredited institution.
• 1 year of professional-level experience in project management, operations, or business administrative support in a professional environment.

Senior Professional Level:

• A bachelor's degree in business, business administration, finance, accounting, education, social sciences, healthcare administration, public administration, communications, information systems, or a directly related field from an accredited institution.
• 2 years of professional-level experience in project management, operations, or business administrative support in a professional environment.

A combination of education and related technical/paraprofessional experience may be substituted for the bachelor's degree on a year for year basis.

Applicants must meet minimum qualifications at the time of hire.

Preferred Qualifications:

• 5+ years of experience in project management, operations, or an executive-level administrative support role
• Experience in an academic healthcare environment is strongly preferred.
• Experience managing office operations preferably in an education environment
• Experience facilitating faculty and staff within higher education and/or medical education environment including assistance with general operations
• Experience working with University of Colorado software such as Concur and Peoplesoft.
• A master's degree in business administration, business, finance, accounting, or a directly related field from an accredited institution

Knowledge, Skills and Abilities:

• Excellent written and oral communication skills with attention to detail.
• Outstanding customer service skills provide executive-level customer service for those coming to the Chair's office and interacting with the Chair via correspondence.
• Ability to establish and maintain effective working relationships with employees at all levels throughout the institution.
• Demonstrated commitment and ability to advance diversity and inclusion.
• Ability to manage and maintain complex, sensitive, and confidential information.
• Advanced skills in Microsoft Office Suite, video conferencing, phone system knowledge, and etiquette.
• Excellent time management, organizational skills, and ability to manage multiple projects along with the ability to move from one task/duty to another without errors despite frequent interruptions.
• Strong sense of urgency and problem-solving skills combined with the ability to prioritize projects.
• Prior experience at a similar level of responsibility with the proven ability to realize the work unit's mission statement, vision, and goals, as set forth by the Chair.
• Excellent research skills and attention to detail.
• Ability to take direction and use independent judgment to coordinate various projects and meet multiple deadlines.
• Ability to effectively explain processes and procedures.
• Must possess a professional demeanor and have experience that demonstrates problem-solving skills.
• Must be able to work independently with minimal supervision.

How to Apply:

For full consideration, please submit the following document(s):

1. A letter of interest describing relevant job experiences as they relate to listed job qualifications and interest in the position

2. Curriculum vitae / Resume

3. Three to five professional references, including name, address, phone number (mobile number if appropriate), and email address

Questions should be directed to: Joanne Penny, joanne.penny@cuanschutz.edu

Screening of Applications Begins:

Immediately and continues until position is filled. For best consideration, apply by Monday, November 4^th, 2024.

Anticipated Pay Range:

The starting salary range (or hiring range) for this position has been established as

(Intermediate Level: $55,975 - $71,201)

(Senior Level: $60,514 - $76,974)

The above salary range (or hiring range) represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting. This position may be eligible for overtime compensation, depending on the level.

Your total compensation goes beyond the number on your paycheck. The University of Colorado provides generous leave, health plans and retirement contributions that add to your bottom line.

Total Compensation Calculator: http://www.cu.edu/node/153125

ADA Statement:

The University will provide reasonable accommodations to applicants with disabilities throughout the employment application process. To request an accommodation pursuant to the Americans with Disabilities Act, please contact the Human Resources ADA Coordinator at hr.adacoordinator@cuanschutz.edu.

Background Check Statement:

The University of Colorado Anschutz Medical Campus is dedicated to ensuring a safe and secure environment for our faculty, staff, students and visitors. To assist in achieving that goal, we conduct background investigations for all prospective employees.

Vaccination Statement:

CU Anschutz strongly encourages vaccination against the COVID-19 virus and other vaccine preventable diseases. If you work, visit, or volunteer in healthcare facilities or clinics operated by our affiliated hospital or clinical partners or by CU Anschutz, you will be required to comply with the vaccination and medical surveillance policies of the facilities or clinics where you work, visit, or volunteer, respectively. In addition, if you work in certain research areas or perform certain safety sensitive job duties, you must enroll in the occupational health medical surveillance program.